Clinical Office Administrator, Respiratory

7 months ago


Chertsey, United Kingdom Ashford and St. Peter's Hospitals NHS Foundation Trust Full time

An exciting opportunity has arisen for a Band 3 Clinical Office Administrative to join the Respiratory Lung Function administrative team for 30 hours a week.

We are seeking an enthusiastic and highly motivated team player to join our clinical office. You should be well organised, flexible, as well as having good organisational skills and attention to detail, with a friendly telephone manner.

This role requires the post holder to have excellent clerical skills and to be able to communicate effectively and with a professional manner with both patients and staff.

The role will provide a comprehensive administrative service to the consultants, their medical team and their administrative colleagues. The job includes ensuring clinic reports are accurate and sent in timely manner to patients, GP’s and consultants. The role includes outpatient pathway management and ensuring that all outpatients are correctly followed up. The post holder will provide high level of administrative support, to the clinical members of the team, and work/liaise with other teams’ secretaries and departments where appropriate to ensure efficient patient-care service delivery is met.

The post will be based at both Ashford and St Peter’s Hospitals depending on service requirements.

**The post holder will**:

- Assist with the day-to-day management of clinical office administrators and clinical office assistants.
- Organise their workload with the Consultants and Teams, co-ordinating with other Clinical Office Administrative Co-ordinators to ensure that an efficient service is provided.
- Act as an essential point of contact for patients and work closely with clinicians, specialist nurses, and other specialities.
- To work with all members of the Patient Pathway Team to ensure that pathways are actively managed, and any clinic bookings are made in line with the Trust’s Access Policy.
- Exercise initiative and carry out their duties in such a way as to make a direct and positive contribution to the organisation of the work.

Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.

Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Ashford, Surrey and St Peter's, Chertsey, Surrey.

We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.

Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at Ashford & St Peters Hospitals NHS Foundation Trust with our strong commitment to staff health and wellbeing. We are committed to providing continuous professional development, staff benefits and flexibility to shape our workforce around our patient care.

1. Using Qlikview on a daily basis, liaise with the Patient Pathway Team across the Trust as a whole, to ensure co-ordination of all elements of the patient pathway. This may include highlighting patient target dates to ensure that investigations/diagnostics are carried out and results received in a timely manner.

2. To liaise with the Appointments Centre regarding outpatient clinic bookings as necessary and ensure patient follow up appointments are booked as soon as results are known and are available for clinic appointment.

3. Monitor patients who are sent to other Trusts for treatment to ensure they do not breach 18 weeks (MDS forms) in conjunction with Patient Pathway Team.

4. To highlight any potential breaches or delays in the patient’s pathway to the Team Leader, Patient Pathway Team or Service Manager according to the Trust’s escalation policy.

5. To liaise directly with patients to book, cancel, and rebook any outpatient appointments.

6. To be responsible for sending out relevant appointment letters, and cancelling/rebooking patients follow-up appointments.

7. Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Prism/ Cerner.

8. Dispose of outstanding uncashed clinic outcomes on Prism/Cerner.

9.Monitor overbooking of clinics and arrange additional clinics to meet 18 week and cancer targets in conjunction with clinicians and Service Managers.

10.Manage changes in clinic templates as directed by the Service Manager.

**General**:
1. Attend regular team meetings arranged by Team Leader.

3. As part of a team with other Clinical Office Administrative Co-ordinators, provide (minimum) 9am - 5pm secretarial/admin cover from Monday to Friday each week within each specialty.

4. Have the ability and commitment to work as a team member and be able to adhere to strict deadlines.



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